Allocate Employees

Explanation

Use this activity to allocate an employee to a particular project.

It is possible to allocate an employee that belongs to a resource group to a project activity. If the resource has been planned on the activity, then the resource planning is updated with the employee allocated hours. If no resurce planning exists when the employee is allocated, then a resource planning line is created for that resource and updated with the allocated hours.

Employee allocations can be made for the duration of the activity, or alternativly as a fixed allocation where specific dates can be defined. Allocations made outside of the planned project activity dates are marked as Date Exception.

Allocating employees to project activities is typically done by a project manager or a project planner, but it is also possible for employees to allocate themselvs. This self-service option is avalible in Aurena using My Project Employee Allocations page.

Prerequisites

• A project, sub project and activity should exist.
• A resource group should exist with the same company as the project.
• The employee resource must be connected to a resource group.

System Effects

• Employees are allocated to project activities.
• An allocated employee is reported as reserved for the allocation period, hence the employee's availability to perform other jobs or tasks is reduced.
• Allocated hours and unallocated hours in the Resource Summary tab will reflect the number of hours of the planned resource requirements that are satisfied by the allocated employees.

Window

Project Navigator/Resource/Employee Allocation
Activity/Resource/Employee Allocation
Project Employee Allocations

Related Window Descriptions

Project Navigator/Resource/Employee Allocation
Activity/Resource/Employee Allocation
Project Employee Allocations

Procedure

Use the following procedure to allocate employees to a particular project activity:

1. Open the Project Navigator window.
2. Select the Resource tab window and click on the Employee Allocation tab. It is possible to select any level in the project navigator to add the employee allocation, but allocation is always done on the activity level.
3. Create a new record.  
4. Enter or select the appropriate sub project and activity from the List of Values.
5. Enter an Employee ID or select one from the List of Values, only employees from resource groups used in the resource planning on the activity could be allocated. Optionally, add a description of the allocated person in the Description column.
6. Enter the number of hours to be allocated in the Hours Allocated column. Alternatively use the % Allocated column if the employee has a time schedule set up in Human Resources.
7. Enter the allocation period in the Date From and Date To columns. If any of these are left empty the early start date and/or the early finish date of the connected activity or relevant activities will be used as the allocation dates instead.
8. Optionally Fixed Allocation check box can select If to fix the allocation during the specified Date From and Date To dates.
9. Save the record.

Same activity can also perform in the Project Employee Allocations window.